Steps to Bulk Upload Locations in Smart Arena
The Bulk Import feature for locations in Smart Arena is an invaluable tool for administrators managing large organizations. Instead of manually entering location details one by one, this feature allows you to upload multiple locations in one go, saving time and reducing the risk of errors.
In the left-hand navigation menu, click on User Management. Under User Management, select Bulk Import.
On the Bulk Import page, click the Get Started button.
In the Select Data Type dropdown menu, choose Locations.
Upload Your File
Prepare your Excel file containing the locations details. On the bottom of this article there's a template file you can use.
Click the Select file button to select your Excel file.
When the file is chosen, you can change or remove it if necessary, before continuing the process by clicking Next.
Match the fields from your Excel file to the corresponding fields in Smart Arena. This ensures the data is imported correctly. When you have matched all the fields, click Next.
The System Field dropdown, as shown in the image, is used to map columns from your Excel file to specific fields in the system to ensure accurate data import.
The Name field is applied to map the column containing location names, such as "New York Office" in the "location_name" row, which identifies the location by name.
The Internal Code field is used for mapping unique identifiers.
The Order field is applied to define the sequence or hierarchical order of locations.
Select Action
Choose the desired actions for the upload:
Insert: Adds new location records to the system.
Update: Updates existing location records in the system.
Delete: Removes location records from the system.
Use the Compare data by dropdown menu. This allows the system to match records in the uploaded file with existing data. You can choose to compare records by Name, which matches the name of the location, by ID, which uses a unique identifier, or by Internal Code, which matches an internal reference code.
After configuring the desired actions and selecting the comparison method, proceed by clicking the Next button to continue to the next step in the import process.
Wait for the system to process the data, then check the list of locations displayed in the table.
Ensure that the details such as Name, Mapping Code, and Status are correct.
Look for any highlighted rows in the Problem column that may indicate issues with the data.
Use the Search bar to locate specific entries or filter the data as needed.
Proceed and Skip
If any issues are highlighted in the Problem column, the system can not fully upload the data. By clicking Proceed, the system will try to upload the incorrect/incomplete data by importing the columns that are correct. By clicking Skip, the incorrect/incomplete row will be skipped altogether.
8. Import report
Check the summary displayed on the screen. It includes the number of new records successfully added, the number of existing records successfully updated, the number of records removed, and the number of records skipped due to issues.
Download the Import
Click the Download button to save a detailed report of the actions performed during the import process. This is especially helpful if the data was not uploaded, the problem in question will be described in the details page of the downloaded report.
Click the Finish button to finalize the bulk upload process. This action closes the process and saves the changes to the system.
Make sure, your data sheet in Excel has a table head, otherwise, you could have issues with importing the file.